UDS Storage Analyzer

DID YOU KNOW THAT:

  • You have only 5GB of data storage on your MS Dynamics CRM Online account for ALL YOUR ORGANIZATION?

  • Once you reach your data limit your  MS Dynamics CRM Online account will be LOCKED in read-only mode?

  • MS CRM Online & MS Dynamics 365 doesn’t have standard functionality for ACTUAL DATA STORAGE ANALYSIS

  • TAKE TIMELY PRECAUTIONS TO AVOID BLOCKING YOUR CRM ONLINE!

Learn how to free your storage space in Microsoft Dynamics CRM Online & Dynamics 365:


These are ways to reduce the amount of storage space used by removing or deleting different types of information from Microsoft Dynamics CRM & Dynamics 365. Use one or more of these methods to control your total data storage usage with MS Dynamics. You can delete certain categories of data as the need arises, or you can set up bulk deletion jobs to reoccur at set intervals.

  • 1. Delete bulk email and workflow instances using a bulk deletion job

    1. Go to Settings > Data Management.
    2. Choose Bulk Record Deletion. In the menu bar, choose New. This opens the Bulk Deletion Wizard.
    3. Choose Next.
    4. In the Look for list, select System Jobs.
    5. In the search criteria area, add criteria similar to the following:
    • System Job Type – Equals – Bulk E-mail; Workflow;
    • Status Reason – Equals – Succeeded
    • Completed On – Older Than X Months – 1
    1. Group the three criteria rows:
    • Choose the arrow next to each criteria row, and then choose Select Row.
    • With all three rows selected, choose Group AND.
    1. Choose Next.
    2. In the Name text box, type a name for the bulk deletion job.
    3. Select a date and time for the job start time; preferably a time when users are not in Microsoft Dynamics CRM.
    4. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
    5. If you want a notification e-mail sent, select the Send an e-mail to me (email@domain.com) when this job is finished check box.
    6. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.
  • 2. Evaluate and delete suspended workflows

    1. Choose Advanced Find.
    2. In the Look for list, select System Jobs.
    3. In the search criteria area, add criteria similar to the following:
    • System Job Type – Equals – Workflow
    • Status Reason – Equals – Waiting
    1. Group the two criteria rows:
    • Choose the arrow next to each criteria row, and then choose Select Row.
    • With all three rows selected, choose Group AND.
    1. Choose Find.
    2. In the results window, you can open each item to determine whether the workflow can be deleted.
  • 3. Remove email attachments using Advanced Find

    1. In the Look for list, select Email Messages.
    2. In the search criteria area, add criteria similar to the following:
    • Email Attachments (Item)
    • File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 25000.
    1. Choose Results.
    2. Under Activities, you will now have a list of email messages that have attachments that are larger than ‘X’ bytes. Review the emails and delete the attachments as needed.
  • 4. Remove email messages with attachments using a bulk deletion job

    1. In the Look for list, select Email Messages.
    2. In the search criteria area, add criteria similar to the following:
    • Email Attachments (Item)
    • File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 25000.
    1. Choose Results.
    2. Under Activities, you will now have a list of email messages that have attachments that are larger than ‘X’ bytes. Review the emails and delete the attachments as needed.
  • 5. Remove notes with attachments using Advanced Find

    1. Choose Advanced Find.
    2. In the Look for list, select Notes.
    3. In the search criteria area, add criteria similar to the following:
    • File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1048576.
    1. Choose Results.
    2. You will now have a list of attachments that are larger than the size you specified.
    3. Select individual or a multiple attachments, and then choose Delete (X).
  • 6. Remove notes with attachments using a bulk deletion job

    1. Go to Settings > Data Management.
    2. Choose Bulk Record Deletion, and then in the menu bar, choose New. This opens the Bulk Deletion Wizard.
    3. Choose Next.
    4. In the Look for list, select Notes.
    5. In the search criteria area, add criteria similar to the following:
    • File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1048576.
    • Created On – Older Than X Months – 1
    1. Group the two criteria rows:
    • Choose the arrow next to each criteria row, and then choose Select Row.
    • With all three rows selected, choose Group AND.
    1. Choose Next.
    2. In the Name text box, type a name for the bulk deletion job.
    3. Select a date and time for the job start time; preferably a time when users are not in Microsoft Dynamics CRM.
    4. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
    5. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.
    6. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.
  • 7. Remove bulk duplicate detection jobs and associated copies of duplicate records

    1. Go to Settings > Data Management.
    2. Choose Duplicate Detection Jobs.
    3. Select the duplicate detection job instances you want to delete and then choose Delete (X).
  • 8. Delete bulk import instances using a bulk deletion job

    1. Go to Settings > Data Management.
    2. Choose Bulk Record Deletion, and then in the menu bar, choose New. This opens the Bulk Deletion Wizard.
    3. Choose Next.
    4. In the Look for list, select System Jobs.
    5. In the search criteria area, add criteria similar to the following:
    • System Job Type – Equals – Import
    • Status Reason – Equals – Succeeded
    • Completed On – Older Than X Months – 1
    1. Group the three criteria rows:
    • Choose the arrow next to each criteria row, and then choose Select Row.
    • With all three rows selected, choose Group AND.
    1. Choose Next.
    2. In the Name text box, type a name for the bulk deletion job.
    3. Select a date and time for the job start time; preferably a time when users are not in Microsoft Dynamics CRM.
    4. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
    5. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.
    6. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.
  • 9. Delete bulk deletion job instances using a bulk deletion job

    1. Go to Settings > Data Management.
    2. Choose Bulk Record Deletion, and then in the menu bar, choose New. This opens the Bulk Deletion Wizard.
    3. Choose Next.
    4. In the Look for list, select System Jobs.
    5. In the search criteria area, add criteria similar to the following:
    • System Job Type – Equals – Bulk Delete
    • Status Reason – Equals – Succeeded
    • Completed On – Older Than X Months – 1
    1. Group the three criteria rows:
    • Choose the arrow next to each criteria row, and then choose Select Row.
    • With all three rows selected, choose Group AND.
    1. Choose Next.
    2. In the Name text box, type a name for the bulk deletion job.
    3. Select a date and time for the job start time; preferably a time when users are not in Microsoft Dynamics CRM.
    4. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
    5. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.
    6. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.
  • 10. Delete audit logs

    1. Go to Settings > Auditing.
    2. In the Audit area choose Audit Log Management.
    3. Select the oldest audit log, then choose Delete Logs.
    4. In the confirmation message choose OK.
UDS Storage Analyzer
Free Distribution
  • Microsoft CRM Online Storage Assessment Tool designed to:
  • - Display your CRM Online storage limits
  • - Identify the sourcing of files
  • - Take precautions to avoid CRM System blocking
  • - Identify entries which overburden the system

Requirements Microsoft Dynamics CRM Online


ADFS forms based authentication

Any Online or on-premise implementation of:

  • CRM 2011 UR 17+
  • CRM 2013 SP1 UR3+
  • CRM 2015
  • CRM 2016

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